site manager’s stcm quick tips & user guide guide for site manage… · use the arrows at the...

SITE MANAGER’S STCM QUICK TIPS & USER GUIDE

A Tool for Site Managers

SITE MANAGER’S STORAGE TANK CONTAMINATION MONITORING (STCM) QUICK TIPS & USER GUIDE

NOTE: This guide is meant to be a brief, supplemental guide for Site Manager use. For more advanced STCM guidance see the Oracle Storage Tank Contamination Monitoring (STCM) Petroleum Contamination Tracking (PCT) User’s Guide (https://floridadep.gov/sites/default/files/oracle_stcm_guide.pdf ).

TABLE OF CONTENTS I. Quick Tips ........................................................................................................................................... 2

II. Searching for a Facility ...................................................................................................................... 3

III. Verifying Property Owner & Related Parties ................................................................................ 5

IV. Checking for Multiple Discharges ................................................................................................... 7

V. Verifying Funding Caps & Deductibles ......................................................................................... 8

VI. Generating a List of all Work Orders and Task Assignments ..................................................... 9

VII. Creating a Schedule of Pay Item (SPI) Quantities ....................................................................... 10

VIII. Review/Retrieve an Existing SPI Quantities Record .................................................................. 14

IX. Creating a Task Assignment (TA) ................................................................................................. 15

X. Updating Deliverable Due Dates, Received Dates, and Approved Dates ............................... 20

XI. Adding Response to Comments .................................................................................................... 24

XII. Running Reports: Past Due Deliverables, Deliverables Due in 30 Days .................................. 26

XIII. Accessing Historical Payment Data .............................................................................................. 29

XIV. Access to Technical Document Review Tracking ........................................................................ 31

https://floridadep.gov/sites/default/files/oracle_stcm_guide.pdf

I. QUICK TIPS 1. Your password cannot be a “real” or definable word, and it needs to have upper case,

lower case, and a number in it to meet the password requirements. 2. Pressing the function F12 key executes a search or acts as the enter button. 3. Pressing the function F11 key clears the screen content. 4. The door button lets you exit to the previous screen: 5. Pressing the control (Ctrl) button at the same time as the “L” button will create drop down

lists, where applicable, for select fields. Alternatively, this button will also expand a list of values:

6. Pressing the control (Ctrl) button at the same time as the “E” button will expand an Editor field for easier editing, or to read the entire entry when it is cut off.

7. The DEP STCM Reports Website can be found here: 8. https://floridadep.gov/waste/petroleum-restoration/content/database-reports-site-files The

STCM Database Codes List can be downloaded here: a. https://fldep.dep.state.fl.us/www_stcm/reports/Public_Code_Tables_Report_

P.asp 9. When on a cell that has a List of Values available, the text “List of Values” shows in the

grey bar at the bottom of the STCM Screen.

https://floridadep.gov/waste/petroleum-restoration/content/database-reports-site-files

https://fldep.dep.state.fl.us/www_stcm/reports/Public_Code_Tables_Report_P.asp

https://fldep.dep.state.fl.us/www_stcm/reports/Public_Code_Tables_Report_P.asp

II. SEARCHING FOR A FACILITY 1. To log into STCM, Enter your Username and Password. Enter “ORAPROD” into the

Database field and click Connect.

2. Select Storage Tank Contamination Monitoring. Note, you can update your personal information (email, phone, etc.) and your password at this main screen. When the News icon is yellow, there is News that has not yet been reviewed.

3. Select “Cleanup” and “Discharge Information”.

4. Enter the 7-digit facility ID and press the F12 button on your keyboard.

III. VERIFYING PROPERTY OWNER & RELATED PARTIES 1. Select “Facility” and “Registration”.

2. Verify the current owner name and contact information.

3. Related parties can be identified exiting the screen and selecting “Facility” and “Related Party”.

4. There is a Role for CU Responsible Party that can be added by emailing [email protected] the CU Responsible Party Name, Contact, Address and Phone Number.

mailto:[email protected]

IV. CHECKING FOR MULTIPLE DISCHARGES 1. Search for the desired facility using the facility ID and the F12 button. 2. Locate the “Discharge Record” section on the Discharge Information page. Note, the

example below has two discharges (1 of 2). 3. Use the arrows at the top of the Discharge Information page to navigate between

discharges.

The first discharge date was on 08/21/1989, and is in the “P” cleanup program, or the Petroleum Liability and Restoration Insurance Program (PLRIP) cleanup program. See the STCM Database Codes list under Quick Tips for other STCM code definitions. Common Cleanup Program codes include: A for ATRP, C for PCPP, E for EDI, I for IVPSS, J for Judgement, K for SETAG (settlement agreement), L for LUST, O for Other, P for PLRIP, S for SRFA, and T for NPCO (non-program consent order).

V. VERIFYING FUNDING CAPS & DEDUCTIBLES 1. Search for the desired facility using the facility ID and the F12 button. 2. Select “Facility” and “Capdeductible”.

3. Verify program eligibility, funding cap amount, and if the deductible has been paid.

VI. GENERATING A LIST OF ALL WORK ORDERS AND TASK ASSIGNMENTS 1. Select “Cleanup”, “Workorder”, “Work Order”, and “Query”.

2. Enter facility ID and press F12.

3. The results should look like this:

VII. CREATING A SCHEDULE OF PAY ITEM (SPI) QUANTITIES 1. Select “Cleanup”, “Workorder”, “Work Order”, and “SPI Quantities”.

2. Enter the Facility ID #, Tab over. Enter the Cost Share Percentage (if no cost share DEP’s Cost Share is 100%), Tab over.

3. Select the Contract Assignment Type. Press control (Ctrl) and “L” for a list of assignment types (e.g. “SCOPE” for direct assign).

4. Select the Solicitation (Region). Press control (Ctrl) and “L” for a list of regions. STCM defaults to the correct region based on the site location.

5. Select RCI Excluded, if appropriate: exclude for Cost Share ≥ 25%, LSSI, or PBC.

6. Select the associated discharge for the scope of work (SOW). If the SOW is for more than one discharge (i.e. overlapping plumes from two different discharges), select all discharges that apply.

7. Enter information into the Description Field. Press control (Ctrl) and “E” to expand the text box. Enter as much information as you think is necessary, including: Owner requests participation, instructions on assignment, if direct assigned the contractor name and contractor ID (CID) number, any funding caps or ceilings, etc. Tab over when complete.

8. Enter the Phase and SubPhase. Press control (Ctrl) and “L” for a list of values.

9. Enter a Task Description and press Tab. This will populate the line items for the SPI. Note, these costs are regional average costs and are not ATC specific. Select the appropriate line items for each Task.

10. To include “Other” line items, or line items that are unique and are not included in the ATC (i.e. line items 22), select the “Other Items” button. A new section will pop up to enter other line items. Type in the appropriate pay item number. Use consecutive numbers for other items throughout the entire scope, starting with 22-1. If the same item will be entered in another task, note the number and reuse.

11. Type in the item description. Use control (Ctrl) and “L” for a list of unit type codes.

12. To add additional tasks, the current task needs to be saved. Then select the Task next arrow.

13. To view a Task or the entire SOW, select the applicable view button.

VIII. REVIEW/RETRIEVE AN EXISTING SPI QUANTITIES RECORD 1. Select “Cleanup”, “Workorder”, “Work Order”, and “SPI Quantities”.

2. Select the Query button, or press F11.

3. Enter the Facility ID or the SPI Quantities number.

4. Select the Execute Query button, or press F12.

IX. CREATING A TASK ASSIGNMENT (TA)

1. Select “Cleanup”, “Workorder”, “Work Order”, and “Data Entry”.

2. Select Task Assignment.

3. Enter the seven-digit Facility ID and press Tab. The Facility name, address, zip code, Site Manager, phone number, score, and County name will automatically populate. If Work Order is accidentally selected, or if the Facility ID is entered incorrectly and then saved the Work Order will have to be cancelled and a new Task Assignment must be created.

4. Enter the Contractor ID number (CID) (available on the SPI received from procurement) and press Tab. Pressing Tab will result in a new screen popping up with a list of Contractor Offices. Select the appropriate Contractor Office. This information should be available in the acceptance email. Similarly, once the correct office is selected, a list of Contractor Employees will pop up. Select the appropriate Contractor Employee. Once the correct employee is selected, select the correct Contract Number, also available on the SPI.

5. If the site manager, or office location, phone number, etc. are not present or need updating, follow the instructions in Section 4.3 (starting on page 12) of the Work Order User Manual https://floridadep.gov/sites/default/files/WorkOrder_User_Manual_April_2006.pdf

14. Confirm the funding eligibility is correct. Use control (Ctrl) “L” for a list of funding eligibilities.

15. Enter the SPI Quantities ID number and press Tab.

The SPI Quantities ID number is provided in Attachment B of the scope offer (as well as the CID and the Contract number).

16. Verify everything is correct on the “Work Order” tab and save. Select the “Deliverables” tab.

21. Enter the WO Amount, and total equipment cost (if applicable). The WO Amount should

be the cost for the entire SOW, including any quotes or 22-line item costs. The retainage percentage should automatically populate, but you should confirm that it is correct.

17. Select the Phase & SubPhase. Use control (Ctrl) “L” for a list of phases to choose from.

18. Select the Activities. Use control (Ctrl) “L” for a list of activities to choose from.

19. Enter the final (last) Deliverable of the SOW and its due date.

20. Enter the remaining Deliverables (up to six). Deliverable #7 must always be the final deliverable.* The Period of Service End Date should automatically update to 60 days past final deliverable.

*Note: Additional deliverables (#8 through #99) can be added for a Task Assignment in the Task Reports screen. However, the Deliverable #7 must always be the last due date. Due dates of deliverables do not have to be in chronological order with the Deliverable #. If Deliverable #7 originally entered in STCM is no longer the final deliverable because of an additional task/deliverable added via a request for change, the original Deliverable #7 must be switched from a 7 to any other available #, and then the new final deliverable should report as Deliverable #7. There must be a Deliverable #7, and only one Deliverable #7.

22. Select the “Description” tab. Enter the appropriate description and save.

23. Go back to the “Work Order” main tab, save, and select the print button.

24. A pop will appear. Select the “Cover Page” button.

25. A new internet window will pop up. Select “Print-Formatted” and select “Show all Content”.

Print and hand write the priority code in the upper right-hand corner.

X. UPDATING DELIVERABLE DUE DATES, RECEIVED DATES, AND APPROVED DATES

1. Select “Cleanup” and “Discharge Information”.

2. Enter the Facility ID and press F12.

3. Select “Tasks” and “Reports”.

4. A list of Task Deliverables will appear, automatically populated when the TA was generated. This list can be modified by the Site Manager to add new tasks or remove tasks. For example, if there were more than 7 tasks, or a new task was added after the Purchase Order was issued, or a task was removed after the Purchase Order was issued. However, the final task should always be Deliverable #7.

5. Tasks can be added or removed by selecting the “Create Record” or “Delete Record”.

When adding tasks the Site Manager will be prompted to add the Facility ID, the Deliverable #, the W.O. # (the Task Assignment #), and the Discharge Date before the Task Name, Report, and Due Date can be added.

Several of the Task Report Information Columns require specific nomenclature and have lists for selecting the appropriate value. These lists can be accessed by selecting the appropriate box and pressing control (Ctrl) “L”.

6. Site Managers need to update Deliverable Due Dates, Deliverable Received Dates, Completion Status, Deliverable Approval Date, and Comment. The Due Date should mirror the Purchase Order, or Request for Change dates. The Received Date is the date the Site Manager receives the Deliverable.

The Status reflects the completion status of the Deliverable. Use control (Ctrl) “L”, or use the button for a list of statuses:

Commonly used status’ include: • “A” for approved is used when the Site Manager approves a Deliverable. “C” for

complete, or “P” for pending might be used when a Deliverable is first received but has not been reviewed, but “A” should be entered when the Deliverable is approved and a Deliverable Review Approval Letter has been issued by the Site Manager.

• “W” for withdraw is used when a Task or Deliverable that was originally included in the scope of work is no longer necessary. For example, if a scope of work includes a Pilot Test, but after receiving site assessment data the Pilot Test is no longer necessary a “W” would be placed in the Pilot Test line item status. Withdraw is preferred over deleting the entire line item.

7. The Comments section can be used to clarify the Deliverable name, list the received date of supplemental material or date response to comments were requested and/or received. For example, these are entries a Site Manager may enter in the Comments section: “PO# 12345, Milestone #1: RAP”, and “Sup Material Rec’d 01/01/2018”. Press control (Ctrl) “E” to expand the editor.

XI. ADDING RESPONSE TO COMMENTS

1. When response to comments are requested, a new task should be added to track the response to comments. Tasks can be added by selecting the “Create Record”.

When adding a new task for response to comments, the Site Manager will be prompted to add the Facility ID, the Deliverable #, the W.O. # (the Task Assignment #), and the Discharge Date before the Task Name, Report, and Due Date can be added.

2. Several of the Task Report Information Columns require specific nomenclature and have lists for selecting the appropriate value. These lists can be accessed by selecting the appropriate box and pressing control (Ctrl) “L”.

3. For the Report Type, INTERIM or REPSONSE can be selected.

4. Site Managers should add the response to comment Due Date based on the turnaround time that they requested, and update the Received Date and Status, etc. like a regular Deliverable.

XII. RUNNING REPORTS: PAST DUE DELIVERABLES, DELIVERABLES DUE IN 30 DAYS

1. Select “RePorts” from the tool bar (it may be in different order on different STCM screens).

2. A new internet window will pop up with the Florida Department of Environmental Protection Storage Tanks/Contamination Monitoring Report Menu:

3. Select “Contamination Data Reports”.

4. Select “Deliverables”.

5. A new window will appear. This is where the Site Manager can access Deliverables to Be Reviewed, Deliverables Due Within 30 Days, Past Due Deliverables, and Work Orders and Task Assignments with Outstanding Deliverables.

XIII. ACCESSING HISTORICAL PAYMENT DATA

1. After logging into STCM, select “Cleanup”, “History”, and “Historical Payments.”

2. Enter the 7-digit facility ID number in the Facility ID Cell, and press F12 to execute the

query.

3. The payment records for the facility should appear. Note, the data provided is for each facility ID and is not discharge specific.

Itemized payments are show in the center of the screen. Totals for each type of costs are shown in the column to the right of the screen.

Note the text at the bottom of the screen. The Total Payments amount may include costs which do not apply to the CAP:

XIV. ACCESS TO TECHNICAL DOCUMENT REVIEW TRACKING

1. After logging into STCM, select “Cleanup”, “Technical Document Review”, and “Retrieve”

2. Pull all records for a Facility by entering the 7 digit Facility Identification Number then F12.

3. For Details press the Page Down Button

4. TDR Action Codes

5. TDR Status Codes

site manager’s stcm quick tips & user guide guide for site manage… · use the arrows at the...

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